What Is a Cloud Document Management System?

What Is Cloud Document Management and Why Do You Need It

2:21 min

With cloud computing, companies have access to their files from more locations than ever before. Companies can expect significant cost savings and rapid ROI when using cloud systems, as they don’t require organizations to manage their own IT infrastructure.

What Is Cloud Document Management and Why Do You Need It

2:21 min

With cloud computing, companies have access to their files from more locations than ever before. Companies can expect significant cost savings and rapid ROI when using cloud systems, as they don’t require organizations to manage their own IT infrastructure.

What is a cloud document management system used for?

Engineers, document controllers, project managers, and facilities managers use a Cloud document management and engineering workflow system to help manage their CAD drawings, documents, and workflows throughout the world.  Users can view, markup, and distribute documents from within the system, ensuring deadlines are met, while allowing the system administrators to maintain complete control over document security.  A cloud document management system also helps organizations control their files and documents by providing users with robust document-centric functionality. EngineBox feature set includes workflow and lifecycle management modules, security and access control, document versioning, and audit trails.  It also integrate with AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX, making it a great tool for engineers.

What is a cloud document management system used for?

Engineers, document controllers, project managers, and facilities managers use a Cloud document management and engineering workflow system to help manage their CAD drawings, documents, and workflows throughout the world.  Users can view, markup, and distribute documents from within the system, ensuring deadlines are met, while allowing the system administrators to maintain complete control over document security.  A cloud document management system also helps organizations control their files and documents by providing users with robust document-centric functionality. EngineBox feature set includes workflow and lifecycle management modules, security and access control, document versioning, and audit trails.  It also integrate with AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX, making it a great tool for engineers.

Benefits of a cloud document management system

With cloud computing, companies have access to their files from more locations than ever before. Companies can expect significant cost savings and rapid ROI when using cloud systems, as they don’t require organizations to manage their own IT infrastructure.  Additionally, there are several key benefits to implementing a Cloud document management and engineering workflow system.

Benefits of a cloud document management system

With cloud computing, companies have access to their files from more locations than ever before. Companies can expect significant cost savings and rapid ROI when using cloud systems, as they don’t require organizations to manage their own IT infrastructure.  Additionally, there are several key benefits to implementing a Cloud document management and engineering workflow system.

Mobile accessibility

In the age of rapid globalization and increasing telecommuting, it’s more important than ever that workers can connect remotely. On-premise solutions enable workers to connect by sharing files and documents directly within their corporate network but may require the use of a Virtual Private Network (VPN). In contrast, a Cloud-based EDMS using HTML is accessible on any mobile device, regardless of a system user’s location. If an employee has access to the Internet, then they have access to a Cloud document management system.

Mobile accessibility is particularly useful when dealing with clients and downstream contractors. Especially those without the software needed to view and edit files with proprietary formats, such as CAD files. Since a Cloud system can be accessed on mobile devices (e.g., tablets, smartphones, and laptops) with just the device’s web browser, collaboration is easy, and users can communicate changes in real-time without needing to download software or mobile apps.

Mobile accessibility

In the age of rapid globalization and increasing telecommuting, it’s more important than ever that workers can connect remotely. On-premise solutions enable workers to connect by sharing files and documents directly within their corporate network but may require the use of a Virtual Private Network (VPN). In contrast, a Cloud-based EDMS using HTML is accessible on any mobile device, regardless of a system user’s location. If an employee has access to the Internet, then they have access to a Cloud document management system.

Mobile accessibility is particularly useful when dealing with clients and downstream contractors. Especially those without the software needed to view and edit files with proprietary formats, such as CAD files. Since a Cloud system can be accessed on mobile devices (e.g., tablets, smartphones, and laptops) with just the device’s web browser, collaboration is easy, and users can communicate changes in real-time without needing to download software or mobile apps.

Scalability

As your business grows, your document management system must grow too. While on-premise solutions are capable of scaling, a Cloud system makes it incredibly easy to manage growth and the profusion of files that come with it. It is easily scalable in terms of servers, the number of processors, processor speed, and the amount of storage available within the system since Cloud system providers don’t require clients to manage their own servers.

Scalability

As your business grows, your document management system must grow too. While on-premise solutions are capable of scaling, a Cloud system makes it incredibly easy to manage growth and the profusion of files that come with it. It is easily scalable in terms of servers, the number of processors, processor speed, and the amount of storage available within the system since Cloud system providers don’t require clients to manage their own servers.

Reduced cost

While there are certainly benefits to implementing an on-premise solution, one of the benefits of a cloud-based engineering document management system is the ability to reduce cost, while providing users with the same functionality. Cloud computing can reduce overall IT spend significantly, as it eliminates the need for servers, disk space, and new computers and for IT management of those assets. Unlike on-premise systems, Cloud systems use the EDMS provider’s resources, including high-powered servers and complex architectures.

Reduced cost

While there are certainly benefits to implementing an on-premise solution, one of the benefits of a cloud-based engineering document management system is the ability to reduce cost, while providing users with the same functionality. Cloud computing can reduce overall IT spend significantly, as it eliminates the need for servers, disk space, and new computers and for IT management of those assets. Unlike on-premise systems, Cloud systems use the EDMS provider’s resources, including high-powered servers and complex architectures.

Powerful security

Moving to a Cloud document management system doesn’t mean sacrificing the security of your files and documents. Conversely, it usually means a significant upgrading of security. Cloud document management systems like EngineBox, eQuorum’s Cloud EDMS, use commercial-grade security provided by Amazon Web Services (AWS). Amazon Web Services, provides companies with complete control over files and documents by automating valuable security tasks. It is one of the most flexible and secure Cloud computing environments available and has even been adopted by the U.S. Government and the Military. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards.

Powerful security

Moving to a Cloud document management system doesn’t mean sacrificing the security of your files and documents. Conversely, it usually means a significant upgrading of security. Cloud document management systems like EngineBox, eQuorum’s Cloud EDMS, use commercial-grade security provided by Amazon Web Services (AWS). Amazon Web Services, provides companies with complete control over files and documents by automating valuable security tasks. It is one of the most flexible and secure Cloud computing environments available and has even been adopted by the U.S. Government and the Military. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards.

Enhanced compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  EngineBox meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. EngineBox provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

Enhanced compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  EngineBox meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. EngineBox provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

Additional EDMS Features

What is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.

What is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.